Finances: Budget requests
for all campus clubs and student programs are submitted to the Financial Allocations Committee (FAC). At the conclusion of budget hearings, the FAC makes recommendations to the ASOIT President regarding Incidental Fee (IF) allocations to clubs and programs. The ASOIT President then calls a meeting of the Incidental Fee Committee (IFC). The IFC is authorized to make recommendations to the President of Oregon Tech on the proper allocation of Incidental Fee money in the areas of Athletics, the College Union, and Campus Life. The ASOIT President then makes IF recommendations to the President of Oregon Tech, who in turn takes the recommendations to the Chancellor of the Oregon University System.
See the Budget Request webpage for more information and the current year's timeline.
Incidental Fee Funding Evaluation Criteria
The following criteria are used in evaluating a program or activity seeking IF funding:
1. What is the need of the program?
2. What is the number of students that the program will represent or affect?
3. What is the impact of the program on student life?
4. What are the mission and goals for improving student life?
5. What kind of commitment is required of a staff or faculty member to participate in the program?
6. What are the funds being used for?
7. Will the funds be used to provide monetary support for the program in that current year, or to purchase items that will be used over multiple years?
Incidental Fees Budget Guidelines
In order for a program to apply for IF funds, the following requirements must be met:
1. The program must be currently recognized by ASOIT and remain in good standing.
2. Requests for funding must utilize the required format set by the current ASOIT Finance Officer. The Finance Officer must approve any modification to this format.
3. The reason for IF funding must be fully explained and justified. This should include a listing of all sources of income and any expenses the program expects to incur. Cost estimates must be specific and accurate.
4. All activities should benefit program members and potentially all Oregon Tech students.
Club Budget Process
Clubs applying for budgets are applying for Incidental Fee (IF) Funds. Maximum funding is $1,500 per club per academic year (after a club’s first year of recognition). IF funding will be evaluated on the club’s needs based on purpose, the number of students affected or represented and the level of commitment to the club and campus.
Club budget requests are submitted annually to the ASOIT Finance Officer.
Club Accounts (SAC Accounts)
SAC accounts are the club, organization, and program financial accounts, monitored by Business Affairs. SAC accounts are the only approved "bank" accounts for club/program activity. All club monies must be deposited into SAC accounts. Any funding allocations will be distributed into SAC accounts according to the club budget request process. Club allocations are distributed throughout the academic year so clubs will not receive their entire allocation until the end of spring term. If your club needs to access funding that hasn't been distributed yet, seek advising from Campus Life.
Cash Deposits to SAC Accounts
A deposit form is available for clubs to use in preparation for depositing funds from a fundraiser or donation. It is highly recommended that clubs have this form at the START of an event/fundraiser so that it can be completed before going to the Cashier’s office. This will help make the deposit more efficient, and can help clubs to verify dollar amounts immediately following an event.
All cash deposits should be made within 24 hours of collection, and must be given in a sealed bag or locked bag. When you make deposits in a timely manner, you reduce the risk of losing or misplacing funds. In the event that the cashier’s office is closed, your advisor may be able to store your funds in a safe place. You may also store funds temporarily in the Campus Life safe, but only if the Cashier office is closed.
If you are hosting an event where you’ll need to make change, you can check out a cash box from the Cashier office. Please email the Cashier at email@example.com at least two days prior to the event. After the event or fund raising activity has concluded for the day, deposit your funds within 24 hours. If you have questions or need help please see the Director of Campus Life.
Making purchases with the Club Purchasing Card (P-Card)
Use of Purchasing Cards (P-Cards): a club advisor may request the use of a P-card for purchasing. These cards are managed by Campus Life, and may be checked out and used by a club advisor only, on behalf of the club. Any advisor who wishes to be an approved P-card user must contact Denise Reid to get set up and approved for use.
Once purchases are made with a P-card, the advisor must return the card and receipts immediately to Campus Life, and complete a short form that explains the details and purpose of the purchases made. Campus Life will then process the reconciliation of the related charges.
Special Consideration Funding
Special consideration funding is available for clubs that are just starting out, clubs that didn't receive a budget for the current year, and clubs that have or expect to incur unanticipated costs. To apply for special consideration funds, clubs must be officially recognized and in good standing. They must complete a Special Consideration Funding Form
and submit it to the ASOIT Finance Officer. Requests must be made at least two weeks prior to the event or purchase in order to allow time for processing, and no money will be reimbursed after an event has occurred or purchase has been made.
Reimbursing Travel Costs
See the travel tab for information on reimbursing travel expenses for club members.
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